Terms of Service

1. The service

PeopleGem provides an all-in-one platform for UK businesses covering HR, rota and shift scheduling, attendance and time tracking, leave, UK payroll (PAYE and National Insurance, with real-time reporting to HMRC), workplace pensions, onboarding and offboarding, Home Office right-to-work compliance, documents, and a private, UK-hosted AI assistant. We may add, change or remove features over time as the product develops.

2. Accounts and eligibility

The service is intended for businesses operating in the United Kingdom. To open an account you must be able to enter into a contract on behalf of your organisation. You are responsible for keeping your login details secure, for the activity of the users you invite, and for making sure the information you provide is accurate and kept up to date.

3. Subscriptions, plans and billing

• Per-location pricing. You pay per location each month, plus a platform fee. The per-location rate reduces as you add more locations.
• Free trial. New accounts can start a 14-day free trial with no card required.
• Billing cycle. You can choose monthly or yearly billing (yearly is discounted), and you can cancel at any time, and your plan then runs to the end of the paid period.
• Add-ons. Extra features can be enabled per account as add-ons, which are billed alongside your subscription.
• VAT. Prices are exclusive of VAT unless stated otherwise; VAT is added where applicable.
• Payment. Subscription fees are charged in advance through our payment provider. Fees already paid are non-refundable except where required by law.

4. Your data and intellectual property

• You own your data. The data you put into the platform, including your employee and payroll records, remains yours.
• We process it for you. We process that data to provide the service, as a data processor acting on your instructions, in line with our Privacy Policy and a data processing agreement (DPA).
• Your responsibilities. You are responsible for using the platform lawfully, for having a proper basis to process the personal data you upload, and for meeting your own obligations as an employer, including your HMRC, tax and workplace-pension duties. Payroll and compliance features are tools to help you; they do not replace your legal responsibility for your filings.
• Our IP. The PeopleGem platform, software and brand remain our intellectual property. We grant you a non-exclusive, non-transferable right to use the service during your subscription.

5. Acceptable use

You agree not to:

• Use the service unlawfully, or to store or send unlawful, infringing or harmful content.
• Attempt to break, probe or disrupt the security or integrity of the platform.
• Reverse-engineer, copy or resell the service except as permitted by law.
• Use the messaging features to send spam or content that breaches messaging-provider rules.
• Access data you are not authorised to access, or misuse another person’s personal data.

We may suspend access where necessary to protect the platform, other customers or the law.

6. Availability and support

We aim for high availability and work hard to keep the service running smoothly, but we do not guarantee that it will always be uninterrupted or error-free. From time to time we may need to carry out maintenance, and we will try to keep any disruption to a minimum. Support is available by email at hello@peoplegem.io.

7. Liability

Nothing in these terms limits liability where it cannot lawfully be limited, for example for death or personal injury caused by negligence, or for fraud. Subject to that:

• The service is provided on a reasonable-efforts basis, and we exclude implied warranties to the fullest extent the law allows.
• We are not liable for indirect or consequential loss, or for loss of profits, revenue, goodwill or data that was not reasonably foreseeable.
• Our total liability arising out of or in connection with the service in any 12-month period is limited to the fees you paid us for the service in that period.
• You remain responsible for the accuracy of your own payroll, tax and compliance submissions.

8. Term and termination

Your subscription continues until you cancel it or we end it in line with these terms. You can cancel at any time; your access then runs to the end of the period you have paid for. We may suspend or end your access if you materially breach these terms (including non-payment) or where we are required to by law.

Effect of termination

On termination your right to use the service ends. Before your account closes, you can export your data using the platform’s export tools. Where you have connected your own Google Drive, OneDrive or Dropbox, your documents remain in your own cloud storage. After a reasonable wind-down period, we will delete or anonymise your data in line with our Privacy Policy, except where we are required to retain certain records by law.

9. Governing law

These terms are governed by the laws of England & Wales, and the courts of England & Wales have exclusive jurisdiction over any dispute arising out of them.

10. Contact us

Questions about these terms? Email us at hello@peoplegem.io. [Company registration details available on request.]